There comes a point in your travel business when sticky notes and to-do lists just don’t cut it anymore. Whether you’re juggling multiple client trips, managing a team, or trying to make room for long-term growth, a task management system can be the thing that finally brings order to the chaos.
In this episode, we sat down with Sarah Wills, founder of Hey Willsey, and the system strategist behind our ClickUp Business Hub. Sarah breaks down what to look for in a task management system, how to choose one that matches your work style, and why this tool can support every part of your business, even the pieces most people forget to track.
Want to hear the full conversation? Click the image below to listen on Spotify. And if you love it, be sure to join our Niche community. Sarah will be presenting a live session on how to organize your year on January 8th.
A Task Management System Is Not a CRM
Let’s start with the basics: a CRM manages client communication and bookings. A task management system is what helps you run the actual business behind the scenes. Think workflows, team communication, SOPs, and all the tiny to-dos that support client delivery.
Sarah puts it perfectly: it’s the tool that captures all the things living in your brain or on a dozen sticky notes, so you can stop relying on memory and start relying on systems.
Some key differences:
- CRM: handles lead intake, client data, and trip documents
- Email platform: handles nurture sequences and list segmentation
- Task management: handles internal operations, marketing plans, finances, and follow-through
What Actually Matters When Choosing a System
Not every system is created equal, and not every system is right for every advisor. According to Sarah, the best platform is the one that mirrors how you think.
Trello, for example, is perfect for visual planners who love drag-and-drop boards. But if you find yourself constantly scrolling and creating new boards just to stay organized, it might be time for a more scalable solution. That’s where tools like ClickUp come in.
With ClickUp, you can customize your layout, organize departments, create templates, automate recurring tasks, and even track sales metrics. It’s one tool that works like an intranet for your business, especially when you need more than a to-do list.
Sarah’s advice? Start small. Build your digital to-do list first, then layer on templates and automations as you go. Simplicity breeds consistency.
A Central Hub That Grows With You
The magic of a strong task management system lies in its ability to serve multiple functions. For example, the ClickUp Business Hub we built with Sarah houses everything from marketing content calendars and financial dashboards to team onboarding documents and SOPs.
More than just tracking tasks, ClickUp becomes the source of truth for your entire business. It allows you to:
- Pre-plan quarterly goals and campaigns
- Track leads, referral sources, and conversion rates
- Identify revenue-generating tasks vs. time drains
- Centralize contractor communication and performance metrics
You can even track how long it takes to service a client and compare it to your earnings on that trip. That insight alone can help you price your planning fees with confidence.
Better Time Tracking = Better Business Decisions
One of the most overlooked benefits of using a platform like ClickUp? Time tracking.
When you know exactly how much time you spend on marketing vs. client work, or FIT itineraries vs. sun-and-sand packages, you can make data-driven decisions about what to outsource, what to automate, and what to stop doing altogether.
Plus, if you’re working toward building a team or onboarding independent contractors, ClickUp lets you see who’s doing what, when, and how efficiently. No more unnecessary meetings or last-minute questions, just accountability and clarity.
What Not to Use ClickUp For
ClickUp is not a CRM and it’s not a financial platform. Sarah recommends keeping client data, contracts, and payments securely housed in dedicated tools like Dubsado or TravelJoy.
Think of your tech stack as a collection of tools with different jobs. And if you’re not sure which platforms to include? Download our Tech Stack Checklist to build a system that scales with you.
You Deserve a Business That Works For You
You don’t have to run your travel business on chaos and crossed fingers. With the right task management system, you can make better use of your time, understand your capacity, and grow with intention.
Start by finding a platform that mirrors the way you work, not one that forces you to change how you operate. Then build slowly, and keep it simple.
Want help getting started? Check out the ClickUp Business Hub or grab our Tech Stack Checklist to map out your must-have systems.
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